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Alan Yong

Senior Assistance Manager ( Procurement Supervisor ) at NTU Shared Services

Mission

To obtain the best quality product, at the best price, within a specific time frame, using industrial insights and experience to maximize savings for the company.

Summary

Results-oriented, high-energy, hands-on professional, 9 years experiences in leading Buyer teams supporting procurement operation world wide. Experienced in working with cross functional teams across different levels as part of a larger project or in an advisory role.

Major strengths include strong leadership, excellent communication skills, competent, strong team player, attention to details, dutiful respect for compliance in all regulated environment, as well as supervisory skills including hiring, termination, scheduling, training, and other administrative tasks. Thorough knowledge of procurement practices, and a clear vision to accomplish the company goals. Computer and Internet literate.

Versed in Procuri, SAP systems.

Work experience

2015

Senior Assistance Manager ( Procurement Supervisor )

NTU Shared Services

Manage and supervise a team of Purchasing Executives process indirect purchase in P2P process.
Review and approve university Catalog, SAP & GEBIZ orders.
Lead process improvement initiatives.
Interface with clients university wide for their purchasing needs.
Interface with local support team to provide process updates.

Part of Project Team implementing P2P across the University. 2016 to 2017
o Lead UAT for Procurement to completion
o Report and follow up on issues
o Perform Demo on the new system to stakeholders
o Participate in engagement sessions with stakeholders

Service Delivery
• Tasks include but not limited to:
o Review tender invitation documents and tender evaluation reports compiled by Purchasing Executives and check for completeness.
o Review the generation of Purchase Orders
o Review data entry for the publication and award of ITQ/ ITT on GeBIZ, creation of contracts, etc.
o Process ITQ and ITT publication and recommendation on GeBIZ
o Liaise with vendors and assist in seeking legal advice on vendor negotiations, post-award contracts management and other legal matters pertaining to individual purchases.
• Review vendor and contract database changes and other purchasing and procurement documents prepared by Purchasing Executives.
• Facilitate other procurement-related administrative activities. Tasks include but not limited to:
o Review processing of monthly GeBIZ charges and admin fee payments.
o Manage collection/ release of Security Deposits for tenders.
• Maintain NTU’s GeBIZ main and authorized representative trading partner accounts.
• Review specific procurement activities for NSS e.g. purchasing of NSS required goods and services
• Review open PO reports regularly
• Work with NSS IT Team, Centre for IT Services and Office of Finance to resolve P2P system errors/ downtime, if required.
• Review ad-hoc reports and management reports prepared by Purchasing Executives
Operational Excellence
• Ensure quality and accurate delivery of services within agreed KPIs and SLAs.
• Ensure adherence to guidelines and policies set by Office of Finance (FIN)
• Support periodic management reporting to track/ monitor historical purchasing activities for continuous improvement. Tasks include but not limited to:
o Review and analyse procurement data as required, e.g. preparation of key purchasing data together with the Strategic Sourcing Executive.
o Review management reports in purchasing system.
o Monitor procurement performance by liaising with relevant stakeholders to validate and understand historical purchasing data.
Relationship Management/ Customer Relations
• Cooperate and build positive relationships with peers and supervisors to ensure process efficiency and consistency.
• Provide advice on procurement and purchasing options, policies and processes. Recommend alternative approaches to meet Local Requestors’ needs.
• Support periodic management reporting and track/ monitor historical incident records for continuous improvement. Tasks include:
o Collate and analyse incident data as required, to identify competency gaps and training needs.
o Assist with the generation of periodic management reports to understand historical incident data.
o Constantly monitor service levels according to agreed KPIs and SLAs to ensure quality and accurate delivery of services.

20132015

Assistant Procurement Manager

SMS Infocomm Singapore Pte. Ltd.

• Identifies opportunities for process improvement and leads/develops recommendations and provides
insight for management.
• Independently executes demand and supply matching activities, articulates findings to management, connecting planning to execution, and identifying issues and their impact.
• Oversee day to day operation of Commercial, Customer Services and Warehouse department and fulfillment of orders and deliveries.
• Review and work with Commercial and Customer Services teams to ensure accuracy of sales forecast, demand planning, purchasing scheduling and inventory control
• Work withWarehouse team logistic arrangement, receiving and issuing functions, inventory control, stock take and stock movement arrangement
• Motivates team members; creating a positive and learning environment for all
• Supervises and conducts training programs for operational staff, to ensure they have the knowledge, skills and abilities to carry out their work and drive the culture of excellence in their roles.
• Conducts communication meetings with team to facilitate information sharing and continuous learning and development
• Responsible for staff recruitment and orientation including: recruiting and staffing, employee on- boarding and training
• Liaise with vendors to obtain product or service information such as price, availability and delivery schedule.
• Orders, reschedules and cancels material based on requisitions and customer requests.
• Maintains procurement records such as items or services purchased costs, delivery and inventories.

20072013

Buyer Supervisor

Apple

2007 to 2008
Establish US Buyer team in Singapore and grow it to a 8 Buyers team.

2008 to 2010
Establish EMEIA and APAC Buyer team in Singapore.
Grow EMEIA to 5 Buyers team, and APAC to 3 Buyers team

2011 to 2013
Grow APAC to 4 Buyers team.
Permanent Supervisor in APAC Buyer team.

Management Role:
Plans and implements activities related to the procurement of materials, parts, components and equipments.
Directs the activities of Buyers to accomplish company objectives. Develops and recommend policies and
procedures for the operat ion of procurement activities. Coordinates purchasing activities with other departments. Selects, develops and evaluates personnel to ensure the efficient operation function. Provides direction and feedback to Buyers according to general management guidance. Administers company policies. Exercises judgment and discretion to determine appropriate action.
Interacts to gain cooperation of others, conducting presentations concerning specific projects or schedules.
Acts as advisor and become actively involved, as required, to resolve problems. Ensures PR workload is evenly distributed to all Buyers throughout the day.
Ensures Contract Administrators completes daily uploading and contract maintenance procedure to contract
database.

Ensures PR/PO auditors completes and submit their reports on a regular basis. KPIs:
• Ensures Buyer Teams achieve high accuracy in processing of PRs to POs in accordance with policies and
procedures and the employment of sound judgment.
• Ensures Buyers achieve required PR to PO productivity by staying even with workload in their in- boxes so
as to not require workload redistribution to other Buyers.
• Ensures Buyers work to agreed work schedule to support business client requirements.
• Use PR and PO auditing methodology to drive reduction in Buyer processing errors in all regions. Constructively and routinely dialog with Buyers on audit findings.
• Lead Buyer Team in achieving committed PR to PO turnaround times, unless reasonably prevented.
• Lead Buyer Teams to a 90+% overall Client Satisfaction rating.

Reportings:
• Report Buyer negotiated cost savings in Profit Opp Report as achieved.
• Report Buyer utilization of Ariba/Ariba Discovery.

Trainings:
• Mentor and train team members to optimize performance.
• Cross train Buyers to enable interregional PR to PO processing as required by region workload, especially
during peak processing periods.
• Conduct Buyers re-training to satisfy evolving job requirements.
• Provide training to new Corporate Procurement personnel
• Conduct training of internal business clients as requested
• Maintain currency of all training documentation.

Buyers development:
• Support the operation of Buyer Process Improvement teams.
• Drive Buyer personnel to attend one training workshop..
• Collaborate on career development plans as requested by direct reports.
• Resource organization according to improved hiring plans.

20052007

Procurement Professional Team Lead

IBM Singapore

Ensure all orders are issued to suppliers timely.
Resolve daily operation issues and first level escalation, e.g. no or poor response from suppliers
Ensure all critical part shipments are executed per plan and with urgency. Meet measurement targets
Ensure sufficient backup coverage for annual leave, medical leave and emergency leave. Ensure all information and supporting documents are kept in database for audit purposes.
Highlight process issues that result in inefficiency that cause the order management execution process to be
ineffective.
Focus on executing and managing orders based on documented process without deviation. Manage exceptions at a minimal and all exceptions are to be documented

Monitor Operations Activities:
Proposed, designed & developed key measurements using programmed Microsoft Excel.
Analyze and report key measurements (past due, order book & variance, unplaced requisition & orders, invoices, emergency orders)
Ensure weekly critical parts status are updated timely and accurately before the weekly critical parts conference calls.
Ensure SAP workflows are cleared on a daily basis. Any outstanding workflows must be accounted for.

Interface between Operations Team and Management Team to:
Highlighting problems/issues which need management's attention for 2nd level escalation.
Propose suggestion/solution on issues raised by Operat ions Team for management approval, review and
implementation.
Propose process changes which will improve the efficiency and effectiveness of the Operations for management approval, review and implementation

Training & Development of Team:
Proposed, designed and implement basic training package for new hires, to improve learning curve. Implement systematic documentation of SOP for easy access, reducing fragmentation of common knowledge and pooling of team’s experiences.

Education

19911994

Diploma in Mechatronics

Singapore Polytechnic
19871990

O Level

Clementi Town Secondary

Skills

Indirect Procurement
Supplier Sourcing and Selection
Communications
Negotiation Skills
KPI Driver
MS Excel
People management
Development of Purchasing Procedures